Manage Waitlist

💻 CRM > Manage Waitlist

This section is where you can store a List of Children waiting for a permanent availability at your service. These can be manually added or submitted via the Online Waitlist Form.

• Dashboard - You will see a red counter on the Waitlist button on the admin dashboard showing the number of waitlist records added in the last 2-days
• Email - an automated email is sent to the Leads workflow address when a waitlist record is submitted from the web form

1. Click on the + icon in the top right corner
2. Fill in the details of the Parent, Child and any additional comments.
3. Click on Add to Waitlist

1. Click Waitlist Action
2. Select 🖉 Edit
3. Change/edit the desired fields
4. Click Update Record

1. Click Waitlist Action
   
2. Select Delete Waitlist
3. Click OK to confirm you are sure you want to delete the waitlist entry

💡 Use the status filter to locate deleted waitlist entries

1. Click Waitlist Action
2. Select Send Enrolment Form
3. Click OK to confirm you want to send them an enrolment form link via email

1. Select the checkboxes next to the child names (or at the top of the list)
2. Click the Arrow next to the number of records selected
3. Select which bulk action you would like to complete:
• Send Email
• Send SMS
• Apply Tags
• Update Status
4. Complete the action in the pop-up.

The status allows you to filter your waitlist based on their stage. Some actions will update the status automatically and they can also be changed manually:

1. Click Waitlist Action
2. Select Edit
3. Select a new Status (dropdown)
4. Click Update Record

You can also update the status of the waitlist entries in bulk:

1. Select the checkboxes next to the child names
2. Click the dropdown icon at the top of the list
3. Click Update Status
4. Select the Status to apply
5. Click Update Status

You can apply multiple filters to make sorting and finding children to fill specific days and rooms easier:

• Search - enter parent/child name, mobile or email address
• Centres - Only available for services with a shared waitlist
• Status - Waiting (default), contacted, spot offered, removed off list, accepted, deleted
• UTM Tracking values
• Sort (submitted, priority ranking, name, staff notes, without staff notes)
• Birth age in months (range slider)
• Days Required
• Gender
• Tags

• Submission Date From & To
• Start Date From & To
• DOB From & To

💡 You can also sort responses by clicking the arrows next to each column heading

Go to the Auto Response tab to enter custom text for the reply email sent to families when they submit a waitlist form.

• Click the Update Automated Response button to save the text

Check if your families would like to remain on the waitlist with a custom message. We will automatically insert a link to an online form where parents can update their preferred days, ideal start date, or remove themselves from the waitlist (by selecting a reason).

1. Go to the Settings tab
2. Enter custom text message
3. Select the frequency for automated reminders
4. Click Update Reminder Timeframe

• This will trigger the first reminder to be sent!

💡 Families will then be emailed based on the Next Reminder Email Date field in their waitlist record!